HomeMy WebLinkAbout2025-26 Dudek - Amend 2 - Lake & Irrigation Conversion SRR Project 2016-08 & Civic Center Proj 2016-06MEMORANDUM
CALIFORNIA -
DATE: March 24, 2026------------
TO: Jon McMillen,City Manager
FROM: Carley Escarrega, Administrative Technician
RE: Dudek Amend 2 Project no. 2016-06 & 2016-08 Lake & Irrigation conversion at Civic Center & SR Park
Please list the Contracting Party/ Vendor Name, any change orders or amendments, and the type of services to be provided. Make
sure to list any related Project No. and Project Name.
Authoritv to execute this aareement is based upon:
❑✓ Approved by City Council on March 17, 2026
❑ City Manager's signing authority provided under the City's Purchasing & Contracting Policy
[Resolution No. 2023-008] for budget expenditures of $50,000 or less.
❑ City Manager's signing authority provided under the City's Personnel Policy Section 3.2 for
temporary employment positions.
❑ Department Director's or Manager's signing authority provided under the City's Purchasing Policy
[Resolution No. 2023-008] for budget expenditures of $15,000 and $5,000, respectively, or less.
Procurement Method (one must a
❑ Bid RFP ❑ RFQ ❑ 3 written informal bids
❑ Sole Source ❑ Select Source Cooperative Procurement
Requesting department shall check and attach the items below as appropriate:
❑✓ Agreement payment will be charged to Account NO.: 401-0000-60185-202206-D
Agreement term: Start Date July 1, 2025 End Date
❑✓ Amount of Agreement, Amendment, Change Order, etc.: $ 17,580
June 30, 2027
REMINDER: Signing authorities listed above are applicable on the apprepate Agreement amount, not individual
Amendments or Change Orders!
Insurance certificates as required by the Agreement for Risk Manager approval
Approved by: Oscar Mojica (MyCOI) Date: 3/13/2026
.❑
NOTE:
1rJ
i
Bonds (originals) as required by the Agreement (Performance, Payment, etc.)
Conflict of Interest Form 700 Statement of Economic Interests from Consultant(s)
Review the "Form 700 Disclosure for Consultants" guidance to determine if a Form 700 is required pursuant
FPPC regulation 18701(2)
Business License No. LIC-0003130 Expires: 8/31 /2026
Requisition for a Purchase Order has been prepared (Agreements over $5,000)
AMENDMENT NO. 2 TO AGREEMENT FOR CONTRACT SERVICES
WITH DUDEK
This Amendment No. 2 ("Amendment 2") to Agreement for Contract Services
("Agreement") is made and entered into as of the 17th day of March 2026, ("Effective
Date") by and between the City of La Quinta ("City"), a California Municipal Corporation
and Charter City organized under the Constitution and laws of the State of California with
its principal place of business at 78495 Calle Tampico, La Quinta, California 92253, and
DUDEK, a California Corporation with its principal place of business at 78075 Main Street,
Suite G-203, La Quinta, California 92253 ("Contracting Party").
RECITALS
WHEREAS, on or about July 1, 2023, the City and Contracting Party entered into
an Agreement to provide professional engineering design and construction management
services for the Lake and Irrigation Conversion at the Civic Center Park Project No. 2016-
06 and the SilverRock Park Venue Project No. 2016-08, for a total not to exceed amount
of $325,000. The term of the Agreement expired on June 30, 2025 ("Initial Term"); and
WHEREAS, on or about May 12, 2025, the City and Contracting Party executed
Amendment No. 1 and mutually agreed to amend Section 3.4 Term, to extend the term
of the agreement for two additional years from July 1, 2025, through June 30, 2027
("Extended Term").
WHEREAS, City and Contracting Party mutually agree to amend Section 1.1
Scope of Services of the agreement to include the preparation of additional mechanical
drawings and specifications as identified in Exhibit A, included in this Amendment 2; and
WHEREAS, City and Contracting Party mutually agree to amend Section 2.1
Contract Sum of the agreement to increase the total compensation by an additional
$17,580 for the additional services noted above, for a total not to exceed amount of
$342,580, as identified in Exhibit B of this Amendment 2.
NOW THEREFORE, in consideration of the mutual covenant herein contained, the
parties agree as follows:
AMENDMENT
In consideration of the foregoing Recitals and the covenants and promises
hereinafter contained, and for good and valuable consideration, the sufficiency and
receipt of which are hereby acknowledged, the parties hereto agree as follows:
1. Section 1.1 is amended to read as follows:
Section 1.1 — Scope of Services. In compliance with all terms and conditions of this
Agreement, Contracting Party shall provide professional engineering design and
construction management services for the Lake and Irrigation Conversion at the Civic
Center and SilverRock Park Venue Project, and additional mechanical drawings and
specifications, as detailed in "Exhibit A" attached hereto and incorporated herein by this
reference (the "Services"). Contracting Party represents and warrants that Contracting
Party is experienced in performing the Services contemplated herein and, in light of such
status and experience, Contracting Party covenants that it shall follow industry standards
in performing the Services required hereunder, and that all materials, if any, will be of
good quality, fit for the purpose intended. For purposes of this Agreement, the phrase
"industry standards" shall mean those standards of practice recognized by one or more
first-class firms performing similar services under similar circumstances.
2. "Exhibit A" — Scope of Services is amended to include the additional services
detailed in Exhibit A, attached to this Amendment No. 2, and incorporated herein
by this reference.
3. Section 2.1 is amended to read as follows:
Section 2.1 — Contract Sum. For the Services rendered pursuant to this Agreement,
Contracting Party shall be compensated in accordance with "Exhibit B" (the "Schedule of
Compensation") in a total amount not to exceed Three Hundred Forty -Two Thousand Five
Hundred Eighty Dollars ($342,580), for the life of the Agreement, encompassing the Initial
and any Extended Terms (the "Contract Sum"), except as provided in Section 1.7. The
method of compensation set forth in the Schedule of Compensation may include a lump
sum payment upon completion, payment for time and materials based upon Contracting
Party's rate schedule, but not exceeding the Contract Sum, or such other reasonable
methods as may be specified in the Schedule of Compensation. The Contract Sum shall
include the attendance of Contracting Party at all project meetings reasonably deemed
necessary by City; Contracting Party shall not be entitled to any additional compensation
for attending said meetings. Compensation may include reimbursement for actual and
necessary expenditures for reproduction costs, transportation expense, telephone
expense, and similar costs and expenses when and if specified in the Schedule of
Compensation, Contracting Party's overall compensation shall not exceed the Contract
Sum, except as provided in Section 1.7 of this Agreement.
4. "Exhibit B" — Schedule of Compensation is amended as listed in Exhibit B, attached
hereto and incorporated herein by this reference.
In all other respects, the original Agreement shall remain in effect.
Docusign Envelope ID: AF5A616E-A2B0-452F-945C-294CFE293155
IN WITNESS WHEREOF, the City and Contracting Party have executed the
Amendment No. 2 to the Agreement on the respective dates set forth below.
CITY OF LA QUINTA
a California municipal corporation
SIGNED IN COUNTERPART
JON McMILLEN, City Manager
City of La Quinta, California
Dated:
ATTEST:
SIGNED IN COUNTERPART
MONIKA RADEVA, City Clerk
City of La Quinta, California
APPROVED AS TO FORM:
SIGNED IN COUNTERPART
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
DUDEK
a California Corporation
Signed by:
30§tJ5142VbNACO
President and CEO
Dated: March 24, 2026
IN WITNESS WHEREOF, the City and Contracting Party have executed the
Amendment No. 2 to the Agreement on the respective dates set forth below.
CITY OF LA QUINTA
a California municipal corporation
a
cMILLEN, City Manager
City of La Quinta, California
Dated: -5 1 1d Z1oZ
ATTEST:
MONIKA RADEVA, City Jerk
City of La Quinta, California
APPROVED AS TO FORM:
.- eii-- --
1../ — v `-"l,Cst�--L. 7C��1� -- vim•
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
DUDEK
a California Corporation
SIGNED IN COUNTERPART
JOSEPH MONACO
President and CEO
Dated:
Exhibit A
Scope of Services
Scope of Work
Task 5 Additional Services
Task 5.1- 5.2 Meetings
One (1) virtual coordination meeting will be included in this contract amendment. The intent for this meeting will
be to coordinate with the City which elements from the 2018 Dahl Drawings have been constructed versus what
still needs to be addressed.
One (1) virtual design review workshop will be held to discuss the City's 90% design review comments. Dudek will
address any comments that result from the Cities review and associated review workshop in the Final Design
Submittal.
Deliverables:
• Meeting minutes in PDF format; Comment response log (review workshop only) in PDF format.
Assumptions.
• Coordination meeting duration is assumed to be 1 hour.
• 90% Design review workshop duration is assumed to be 2 hours.
Task 5.3 - 5.4 Civic Center Design Drawings and Specifications
Dudek will prepare two (2) new design drawing sheets which will include a new general sheet and a revised pump
station enclosure plan and section mechanical sheet. The two new sheets will be numbered 3A and 36,
respectively, and will be placed right after sheet 3 in the 2018 Dahl Drawings. The existing sheet 3 will be struck
out with the following language added in a clear and visible manor "SHEETS 3A AND 38 SUPERSEED THIS
SHEET". Dudek will incorporate "Civic Center Improvements - 85% Design Drawings" (submitted to the City on
February 241^, 2026) into the 2018 Dahl Design Documents. Dudek will only be signing the two new sheets (3A
and 36) and the two supplemental detail sheets.
Additionally, Dudek also identified several missing CSI specifications in the Dahl design documents that will be
added by Dudek as Appendix A to be included as an attachment to the 2018 Dahl Design Specifications.
The additional specifications to be provided by Dudek include but are not limited to:
• Filter Unit Specification
• Check Valves Specification
• Air Vac/Relief Valve Specification
• Pressure Gauge Specification
• Butterfly Valves Specification
• Gate Valves Specification
• Magnetic Flow Meter Specification (For Irrigation Pump Discharge Manifold)
• Pressure Sensor Specification
• Welded Pipe and Fittings Specification
• Victaulic Couplings Specification
• Transition Couplings Specification
• Pipe Supports Specification
• VFD/Motor Starter Specification
Deltvwables:
• 90% Design Package:
o Two (2) 90% Design Drawing Sheets submitted in PDF format
o Two (2) 90% Supplemental Details submitted in PDF format
o One (1) 2018 Dahl Drawing Sheet marked up and submitted in PDF format
0 90% Design Specifications submitted in PDF format
• Final Design Package:
o Two (2) Final Design Drawing Sheets submitted in PDF format
o Two (2) Final Supplemental Details submitted in PDF format
o One (1) 2018 Dahl Drawing Sheet marked up and submitted in PDF format
o Final Design Specifications submitted in PDF format
Assumptions:
• The 2018 Dahl Drawings provided to Dudek are missing sheets 5 (Irrigation System Details - Sheet 2 of
2), 6 (Pump Station Masonry Wall), and 18 (Irrigation Pump - Single Line and Materials List). Dudek has
not reviewed these sheets at this time. However once received from the City, Dudek will review and
provide comments. Redesign of the irrigation system details, masonry enclosure, pump station enclosure
grading, pump station block wall, structural details, or irrigation pump single line diagrams is not included
in Dudek's scope but can be added as a contract amendment if required.
• Progress submittals will be provided to the City for review and comments at the 90% and Final design
levels. Dudek assumes a City review period of maximum two weeks. The 90%, Design Review Workshop
will be held one week after the City review period has ended and comments have been received by
Dudek.
• Dudek will provide bid item descriptions and a bid schedule table for the City to include in front end
specification documents. Measurement and payment is assumed to be per the Greenbook. Dudek will not
be preparing front end documents but will assist the City in preparation by providing necessary
information to the City.
• Dudek will provide new supplemental CSI specifications using Dudek's standard design specifications (5-
digit format) that will be modified in accordance with this design.
Exhibit B
Schedule of Compensation
With the exception of compensation for Additional Services, provided for in
Section 2.3 of this Agreement, the maximum total compensation to be paid to Contracting
Party under this Agreement is not to exceed Three Hundred Forty -Two Thousand Five
Hundred Eighty Dollars ($342,580) (the "Contract Sum"), comprised of $325,000 for
professional engineering design and construction management services as detailed in
Exhibit B of the Agreement, and $17,580 for additional design services as detailed in this
Exhibit B to this Amendment No. 2. The Contract Sum shall be paid to Contracting Party
in installment payments made on a monthly basis and in an amount identified in
Contracting Party's schedule of compensation attached hereto for the work tasks
performed and properly invoiced by Contracting Party in conformance with Section 2.2 of
the Agreement.
Compensation for additional services identified in Exhibit A:
The table below summarizes the anticipated level of effort for each task included in this Contract Amendment.
Trok S Additional Services
CA Coa�i notion Mering 1 1 2 5 536
5.2 90'%DealnRoricwWork3hop 2 2 4 5 1.070
5.3 CNIcCenter DesignDreMngs 1 3 10 25 40 5 9.315
6.4 CNIO CNKw Dttign Swrnestiont 1 6 10 10 27 S 6,660
subtotal Task 6 2 13 23 36 73 $ 17,&W
Total Time and Materials Not to Exceed (Task 5).................................................................................$17,580.00
CONSENT CALENDAR ITEM NO. 13
City of La Quinta
CITY COUNCIL MEETING: March 17, 2026
STAFF REPORT
AGENDA TITLE: APPROVE AMENDMENT NO. 2 TO AGREEMENT FOR CONTRACT
SERVICES WITH DUDEK TO PROVIDE ADDITIONAL DESIGN SERVICES FOR THE
CIVIC CENTER LAKE AND IRRIGATION CONVERSION PROJECT NO. 2016-06
RECOMMENDATION
Approve Amendment No. 2 to Agreement for Contract Services with Dudek to provide
additional design services for the Civic Center Lake and Irrigation Conversion Project No.
2016-06; and authorize the City Manager to execute the amendment.
EXECUTIVE SUMMARY
• The Civic Center Lake and Irrigation Conversion project (Project) is located at the
Civic Center Campus at Calle Tampico and Washington Street and is currently in
design.
• On June 20, 2023, Council approved an Agreement for Contract Services
(Agreement) with Dudek to provide professional design services for the Project.
• The proposed Amendment No. 2 (Attachment 1) to the Agreement includes
additional professional and design services for an additional not -to -exceed amount
of $17,580 billed on a time -and -materials basis.
FIS(:HL. nvinKi, i
The total Project budget remains the same as allocated in fiscal years 2016/17 and
2017/18 Capital Improvement Program (CIP) in the amount of $675,270 in General
Funds.
Funds are available in the Project budget (401-0000-60185-201606-D) — contingency
funds of $17,580 will be allocated to the design category for the additional professional
and design services under the proposed Amendment No. 2 for a total not to exceed
Agreement amount of $342,580, which services encompassed lake and irrigation
conversion design services for 2 projects — (1) SilverRock Park Venue Project No. 2016-
08 which is now complete, and (2) Civic Center Project No. 2016-06 still in process.
147
The following is the updated Project budget:
Professional:
$40,000
Design
$93,726
Inspection, Survey, Plans &
Other Construction Costs
$63,569
Construction:
$400,000
CVWD Meter/Inspection Fees:
$40,000
Contingency:
$37,975
Total Budget-
$675,270
BACKGROUND/ANALYSIS
This Project encompasses two different project areas at different design stages. The first
project is located at the Civic Center Campus located at Calle Tampico and Washington
Street. The City previously contracted with Dahl Consultant to design conversion of the
lake water from potable water to irrigation water provided through Coachella Valley Water
District (CVWD) maintained lines (Bureau of Reclamation (BOR) Lines). CVWD
completed work to provide a point of connection and meter at the existing pumps. Dudek
is designing the lake and irrigation conversion, will provide bid support, construction
inspection support, and construction management to complete the project.
The Project's second location is the SilverRock Park Venue, which is being tracked under
Project No. 2016-08 and is now completed.
In June 2023, Council approved an Agreement with Dudek to provide design services for
the Project, following the competitive request for proposals procurement process issued
in May 2023. The Agreement was set to expire June 30, 2025.
Amendment No. 1 was executed in May 2025, extending the Agreement term to June 30,
2027.
The proposed Amendment No. 2, if approved, will amend the scope of work to include
additional professional and design services for the Project, and respectively increase the
compensation by $17,580, for a total not to exceed Agreement amount of $342,580.
ALTERNATIVES
Council may elect to amend or not approve Amendment No. 2.
Prepared by: Carley Escarrega, Administrative Technician
Approved by: Bryan McKinney, P.E., Public Works Director/City Engineer
Attachments: 1. Amendment No. 2 to Agreement for Contract Services
148